Privacy policy

Information we handle

• Account information: your name, email address, account identifiers, and a protected password hash used to verify your password.
• Meeting and customer information: what you dictate or type, customer and contact names, meeting dates and types, summaries, opportunities and amounts, follow-up actions, plans, and details you edit.
• Weekly reports: salesperson and manager names, reporting dates, KPI totals, priorities, discussion notes, generated spreadsheet copies, and submission status you record.
• Service and support information: sign-in sessions, invitation records, limited security and error information, and messages you choose to send us for help. Network addresses are processed to deliver and protect the service.

We use this information to operate your account, organize and sync your notes, generate reports, provide support, and prevent abuse. Customer details can include information about other people; enter information you are authorized to use for your work.

Voice input and AI assistance

Voice input uses Apple’s speech-recognition services after you grant microphone and speech permission. Recognition runs on your device when supported; otherwise Apple may process the audio. MaddyMade does not save an audio recording or upload audio to its own server. The resulting text can become your draft or saved meeting note.

When you choose Organize, MaddyMade sends the note’s text, selected meeting date, recording time, time zone, and whether it describes a completed or planned meeting to OpenAI through our server. Text you enter may contain customer or contact information. The note-organizing request does not separately include your saved customer profile, account email, password, or audio.

For customer matching, MaddyMade can send the company name you entered and a limited set of potential company names from your own customer directory to OpenAI. Saved contact lists and meeting history are not sent in this matching request. Contact names can help our server choose potential companies locally. Matching only proposes choices; you confirm an existing customer or choose a new one before saving.

The app asks for permission before organizing notes or matching company names. You can decline, enter details manually, or turn this AI permission off in Settings. Turning it off stops future note-organizing and company-matching requests; it does not recall information already processed.

Daily duplicate-contact checks have a separate permission in Customers on the iPhone and website. If you enable this check, AI Decisions compares contact name pairs within each customer at 6:00 AM in the selected time zone. Only the contact name pairs are shared with OpenAI for this check; meeting notes, transcripts, reports, and other customers’ history are not included. The daily check can run while the app and website are closed. It suggests possible duplicates, and you choose which contact to keep and confirm each merge. You can turn the daily check off in Customers on either device; this stops future daily checks for your account. This permission is separate from the note-organizing and company-matching permission in Settings.

We request that AI responses are not stored as retrievable response history. This does not mean OpenAI retains no data: its published policy describes security monitoring and other retention, including default abuse-monitoring logs of up to 30 days, with exceptions. See OpenAI’s API data controls. Review AI suggestions before saving them.

Subscriptions

Apple handles payment for subscriptions purchased in the iPhone app. We receive and verify Apple transaction identifiers, product and subscription status, renewal and expiration information, and a random identifier linking the purchase to your MaddyMade account. We use this purchase information to provide the same subscription access on iPhone and web. We do not receive your payment card number from Apple.

You can manage or cancel an Apple subscription in your Apple Account subscription settings. Deactivating or permanently deleting your MaddyMade account does not cancel that subscription. Account-linked subscription records on our server are removed with account deletion; Apple retains its own purchase records under its policies.

Account and service management

Management actions are recorded for security and troubleshooting. The activity log keeps action types, times, limited status and count information, and account references for the most recent 10,000 actions, with entries older than 180 days cleared when new management actions are recorded. Account references are removed when the account is deleted. The activity log does not copy meeting notes, customer details, passwords, or invitation codes.

Storage and sharing

Drafts and account notebooks are stored on your iPhone. Saving a meeting starts synchronization of saved account records with MaddyMade’s server, hosted by DigitalOcean, so you can review them on the web. If you are offline, changes stay on your iPhone until synchronization succeeds. Service providers process information needed to operate the app. The owner’s management dashboard shows account names and email addresses, sign-in and account status, record counts, storage use, and service health. The owner can pause an account, sign out its devices, issue invitations, assign sales managers and team membership, and pause AI processing. In the separate sales manager portal, the owner can review team meeting details, weekly reports, and pipeline after unlocking administration.

Other salespeople do not automatically receive access to your records. An administrator can link your account to a sales manager. Your assigned manager can review saved meetings and plans, including drafts, original notes, customer/contact information recorded in those meetings, and weekly report details; download team activity and your completed weekly reports; and maintain pipeline opportunities for your account. Reassignment or removal ends the former manager’s server access. Previously downloaded copies cannot be recalled. Managers cannot edit your meeting notes or confirm reports for you. When you generate a spreadsheet, MaddyMade keeps that exact file in your account’s report history. A download creates an additional copy controlled by the person downloading it. Manager downloads use your current report format and do not mark a report as submitted. You can mark a report as submitted after sending it; that status records your action and does not send email or verify employer receipt.

Connections to our service use HTTPS. The website uses a secure, essential sign-in cookie so refreshing or reopening the site can keep you signed in for up to 30 days. Signing out ends that browser session. A small local sign-out flag may be kept to complete a sign-out interrupted by a lost connection; it contains no account information or credentials. The iPhone uses protected local storage and Keychain credentials. We do not use advertising or cross-app tracking tools.

Retention, deactivation, and account deletion

We keep your account and saved work until you permanently delete your account, including while it is deactivated. You can delete individual meetings in the app or website. Previously generated report copies are separate historical records and remain until your account is deleted. Signing out does not delete your cloud records or the notebook cached on your iPhone.

Deleting a customer or contact removes it from active choices while retaining its identity and past meeting/report history. This prevents an old device from silently adding it back. If you explicitly add the same customer or contact again, its existing identity can be restored. Merging contacts retires the duplicate from active choices and connects its meeting history to the contact you choose to keep. Past meeting notes and reports retain their original wording. A merged contact is not automatically restored by an older device. Account deletion removes these retained directory records too.

To take a break, choose Settings → Deactivate account in the app or website and confirm with your current password. This revokes your sign-in sessions and retains your account, customer and contact information, meetings, reports, and account-linked subscription records. Save and sync changes before deactivating. Signing in again with the same email and existing password restores access to the same account. Entering that email alone does not grant access. Deactivation is not permanent deletion and does not cancel an Apple subscription.

To permanently remove your account, open Settings → Delete account in the iPhone app or Settings → Delete account permanently on the website. Confirm with your password to remove your account, sessions, cloud meetings, customers, and reports, along with that account’s local notes and unsynced changes on the requesting iPhone. This is permanent. Download any reports you want to keep first.

Permanent deletion removes your account from the active service. A minimal deletion record, containing an internal identifier and protected request information rather than your notes or email, is retained to prevent a deleted account from returning and to safely acknowledge repeated deletion requests.

Deleting your account cannot erase spreadsheets you downloaded or shared, another device’s offline copies, or copies retained separately by service providers under their policies. Contact us if you need help with account data or privacy requests.

Contact and changes

MaddyMade is operated by Neil Bakker. For privacy questions, access or correction requests, or help with deletion, email neilbakker@gmail.com.

If our practices change, we will update this page and its effective date. We will provide additional notice or seek permission when a change requires it.